How to analyze user interviews
The best way to review and share what you learn from customer interviews
Last updated: May 2025
Customer interviews are precious. Someone taking time out of their day to share their experiences, wants, and frustrations so you can find insights that help you improve and deliver what users need? It is truly a gift. There is no substitute for this kind of product discovery.
The conversation is usually the fun part. You are engaging directly with real people who use (or who represent folks who will use) your product. With the right questions and interview techniques, you can get into a flow that encourages people to keep talking and sharing helpful tidbits.
But after the interview? Well, the sheer volume of what you are left with can be daunting. This is especially true if you are working on a significant customer research project and have dozens of sessions to comb through — but even a few user interviews can seem like a mountain of information you must sift through to find gems.
To extract real learnings and new ideas, you need to create structure around the process of transcribing, reviewing, and synthesizing user interviews. This guide covers some of the best ways to mine customer interviews for insights, including:
How to set product discovery best practices
Every organization approaches customer research a little differently. Some engage in continuous discovery and hold weekly user interview sessions. Others choose to engage customers at key points within the product development lifecycle as part of planning for and delivering major new functionality.
Whatever timeline your organization follows, a consistent approach is critical to making the most of your product discovery activities. What matters is that you have considered and documented the way you do it and that the team is equipped to make the most out of every research study — with access to what they need to leverage findings into actionable next steps.
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Create a research center
Start by setting up a system to organize both research insights and the people you want to learn from. This includes clear guidance for product and UX managers on how to run interviews, where to store findings, and how to maintain a customer database with folks who could participate in future conversations. Easy access to the right information — and the right users — ensures valuable insights are never lost in a sea of documents and recordings.
Build a customer database in Aha! Discovery to track conversations and manage who to engage next.
Related:
Invest in transcription services or software
Manually transcribing user interview content, whether audio or video, is tedious and a waste of the team's time. (You could be interviewing more customers instead.) There are a variety of transcription services that convert speech to text. You upload your file and quickly receive a written version.
Unfortunately, a lot of these transcription services deliver the text in a raw format. Although this option is certainly better than transcribing yourself, you still have to do a lot of work to parse the content. There is purpose-built product discovery software that can help, such as Aha! Discovery, which has an AI assistant that transcribes and summarizes content for you.
Related: Getting started with Aha! Discovery
Techniques for analyzing user interviews
Raw transcripts of customer interviews are overwhelming. You are usually interviewing a few people at a time and may have held several sessions. And, as you will find, humans do not speak in perfect sound bites. Most folks tend to jump from one concept to another in the span of seconds, especially when they are trying to describe a challenging situation or convey a complex experience.
Because of the nonlinear nature of interviews, you cannot skim the text. You will need to read the long-form transcript. (Even the best product discovery software cannot do that for you.) But there are some proven techniques that you can employ to help you find the actionable insights you need. Below are four best practices for analyzing user interviews.
1. Digest the long-form transcript
When you are actively interviewing someone, you want to be engaged and responsive. It is impossible to remember the gist of everything that was said. So it is important afterward to immerse yourself in the customer interview content to be sure that you have a solid grasp of what was actually discussed. Yes, you do have to read the whole thing. (And you should probably read it a few times.)
2. Annotate the customer interview
Once you feel that you have a comprehensive understanding of what was said, you can begin to annotate the user interview. You will need to carve up the content into bits and pieces for different uses. And since people do not tend to converse in a linear way (as we noted above), you need to slice and dice everything into the types of content you need.
Here is how to annotate a customer interview:
Identify answers to questions: Look for clear-cut statements that address specific questions from your interview script.
Highlight important quotes: Search for sound bites that could be helpful to share with stakeholders and the product team, or even to use in marketing materials.
Pull out learnings: Pinpoint new information you learned during the interview so you can refer back to it and share with the team.
Align with your roadmap: Link answers, quotes, and learnings to upcoming or in-progress work.
For that last bullet, it helps if your product discovery process is tightly integrated with your product plans. If you use comprehensive product development software, you can easily connect discovery to your roadmap and quickly convert insights into actionable work items.
Use the AI assistant in Aha! Discovery to quickly analyze customer interviews, uncover valuable insights, identify key quotes, and more.
3. Perform a qualitative analysis
Sure, you can chart out demographic details or product usage data about the customers in your interview. But the actual interview itself is what we call "soft data." You cannot rely on crunching numbers. Instead, you need to lean on different tactics to make sense of what you have gathered.
Here is how to do a qualitative analysis of a customer interview:
Code content: Label segments of the interview (you can choose to label topics, product areas, customer segments, use cases, etc.) by highlighting text or using color-coded tags.
Evaluate sentiment: Assess the emotional tone of the content (positive, negative, or neutral) and add labels.
Make an affinity map: Group your labeled content that has similar characteristics (labels and sentiment) so you can start to see themes; give each group a title (either the theme or a quote that summarizes).
Map the customer journey: Plot the content at the appropriate stages of your prototypical user's product experience.
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4. Do an advanced content analysis
Now that you have organized and segmented the customer interview using qualitative techniques, you can start to mine for insights with more advanced analysis. This stage is where you follow your curiosity and "play detective" — you are looking for clues that might otherwise be overlooked. The goal is to reveal social and cultural influences, power dynamics, and hidden biases that may affect your product direction.
Here is how to do an advanced content analysis of a customer interview:
Repetition analysis: Look for repeated words or phrases across the entire interview (not just within questions or segments).
Discourse analysis: Parse how different users describe their frustrations or wants. For example, distinguish between functional language ("it does not work") vs. emotional language ("it is painful" or "I feel dumb").
Comparative analysis: Break down the interview by customer segment or persona to better understand different groups.
Related: Customer empathy map template
Synthesize and share the story
This last stage is where many product teams fail and insights fall through the cracks. You could easily take all of your analysis and write a compelling summary to share with stakeholders. But summarizing is just paraphrasing: pulling out a few highlights and restating your findings with fewer words.
You want to synthesize your findings. Synthesizing means combining ideas (sometimes seemingly disparate ones) into a story that has a logical through line, and one that would otherwise not have been realized or told.
This process starts with identifying the most significant insights. You want to distill all of your research down to the essence — the big takeaways that can drive actionable efforts.
The key is to not stop with the insight itself. For the takeaway to be truly informed, you need to understand the reason why the insight is actionable, from the reasoning behind the customers' attitudes and behaviors to how taking action against the insight might move the business forward.
This does not mean that you need to have clear-cut associations with upcoming product work. It is entirely reasonable that the story you are telling is general, especially if you are exploring a new product or expansion opportunity for serving users. Of course, if the insights easily map to planned or in-progress work, you want to create a link between your research and those moving parts.
As part of synthesizing your findings, answer the following questions to appropriately weigh insights by impact:
How does this fit into your product strategy?
What is the revenue potential?
What kind of impact will this have on the customer experience?
Does this align with your product roadmap?
How feasible is implementation?
You might not have all the answers right now, but try to vet as you go. And, if possible, create related action items that you can start assigning out to the team.
Related: Opportunity canvas template
What you prepare for the internal team will likely be more detailed and technical than what you will want to share with stakeholders. For stakeholders, such as the executive team or partners, the most important thing is to develop a compelling narrative. This is where the quotes and learnings that you pulled out during your analysis can help.
Here is how to think through the "plot" of your story and create a logical flow:
Introduce the characters and setting.
Pinpoint the moment of action or events leading to a conflict or challenge.
Identify the turning point that makes it important to address the conflict or challenge.
Show what happens if the challenge is not resolved.
Complete the story with its natural conclusion: the resolution you propose.
You can use visuals and product data to bring your story to life. Charts showing usage data, the affinity and user journey maps, and even graphs plotting customer sentiment can be powerful aids when delivering a presentation of your findings.
Related: Presentation slides template
Taking a consistent, methodical approach to your analysis is the best way to extract the insights you need to uncover your customers' goals and priorities, identify unmet needs and pain points, and find opportunities for new features (or even new products) that you might not have otherwise identified.
Remember that the reason you conduct many customer interviews as part of a research study is because you want to understand aggregate feedback — not the views of a small subset or just one customer.
FAQs about user interviews
A strong user interview question is open-ended, specific enough to guide the conversation, and neutral in tone. Good questions encourage the user to describe real experiences rather than speculate or offer advice. Asking something like, "Can you walk me through the last time you used [feature]?" yields better insights than, "What do you think of [feature]?"
User interviews can be useful at every stage, from early discovery on to feature validation and post-launch reflection. Early-stage interviews help define real problems, while later-stage interviews test whether solutions meet user needs. Teams that build in interview checkpoints at key roadmap milestones tend to uncover better opportunities.
It depends on your research goal and customer base, but many teams find patterns start to emerge after five to eight interviews. If you are researching a broad or complex topic, you may need to segment your user base and interview multiple groups separately to get a full picture.
Selection should be based on the research goal — not just who is easiest to reach. For example, if you are exploring a new onboarding experience, you want recently onboarded users rather than longtime users. Mapping interview candidates to relevant customer journeys or personas ensures better coverage.
A user interview focuses on learning about a user's needs, motivations, and experiences. A usability test observes how someone interacts with a specific design or feature to identify friction points. Interviews are more about understanding the "why" behind user behavior, while usability testing covers the "how" of interaction.
Interview findings should inform decisions about what problems to prioritize solving — not dictate solutions directly. Teams should look for common pain points and unmet needs, then evaluate those against business goals, strategy, and feasibility before making roadmap changes.
